PMG201c_PE1_Summer2024

Request 1:

Project Title: Dory’s Art

Project purpose: The goal of this project aims to develop an ecommerce - website for customizing the
scrapbooks (hand-made notebook).

Project Timeframe: 12 months, start from Jan 2024 to Dec 2024

Customer/Sponsor: FPT Education

Project Milestones:

Requirement Gathering (Jan – Feb 2023): Collecting and document all project requirements

System Design (March – April 2023): Develop the system architecture and design

Development (May – Sep 2023): Implement system features and functionality

Testing (Oct 2023): Conduct testing to ensure that the system meets all requirements

Deployment (Nov 2023): Deploy the system to production environment.

Training and Support (Dec 2023): Provide user training and initial support

Success criteria:

Successful completion of all project milestones within the schedule timeframe

Positive feedback from user during testing and after deployment

Project Constraints:

Cost: The project budget is $2,000

Resources: 5 developers, 2 testers, 1 BA and 1 PM.

Request 2:

Project Manager PM:

Oversee the entire project to ensure it stays on schedule and meet the budgets

Coordinate communication between the project team and stakeholders.

Business Analyst BA

Gather and document all requirements

Work with development team to make sure that requirements are clearly understood.
 Technical Leader:

Design and develop the core functions of the system

Guide the development team and review code to ensure the quality

Developers:

Develop all the functions of the system

Discussion with tech lead for best practices of project

Testers:

Create and execute test cases to validate the system functions

Identify and report defects to the development team

Request 3:

In-scope items:

- Customizing the scrapbook screen: Develop the screen to allow user customize their
favorite scrapbook
- Reporting Dashboard: Allow admin to track the business activities of the website
(Finances, trending products, …)
- Chat with admin: Allow user chat with admin if both are online
- User permissions: Manage different level of access and permissions
- Orders Management: Order management function

Out-scope items:

- Multiple languages: Support for languages other English

- VR-AR Capabilities: Integrate virtual reality or argument reality features
- Extended Warranty: Providing support and maintenance beyond the initial
deployment period.
- Customization for Clients: Personalized customizations for different clients.
- On-site Deployment: Deploying the system on client’s local servers.

Request 4:

Activities:

- Requirements Gathering (A)

- System Design (B)
- Development of core modules (C)
- Development of User Interface (D)
- Integration Testing (E)
- User Acceptance Testing (F)
- System Deployment (G)
- User Training (H)
 - Data Backup Implementation (I)
- Project Closure (J)

Relationships

A – B (FS): System design after gathering requirements

B – C (FS): Core modules development after system design

C - D (SS): User interface might be developed in parallel with core modules

C – E (FS): Integration testing after development core modules

E – F (FF): User acceptance testing can finish after integration testing

F – G (FS): System deployment starts after UAT

G – H (SS): User training can start during system deployment

H – J (FS): Project closure occurs after user training

D – I (FF): Data backup implementation is finalized as soon as the user interface is

completed.

Request 5:

1. Training Costs:

Description: Cost for training the development team on new technologies.

Estimation: 40 man-hours.

2. Testing Costs:

Description: Cost of testing tools and environments to ensure quality.

Estimation: 60 man-hours.

3. Rework Costs:

Description: Time spent fixing defects found during testing.

Estimation: 80 man-hours.

4. Audit Costs:

Description: External audit services to ensure compliance with standards.

Estimation: 20 man-hours.

5. Documentation Costs:

Description: Time spent creating detailed user and technical documentation.

Estimation: 50 man-hours.
 RAM Matrix:
WP/Activities Product Manager (PM) Business Analyst (BA) Technical leader (TL) Developers (Dev) Testers (Test)

1. Gather and document requirements A R I I I

2. Design system architecture I I R C I
3. Develop core modules I I R R I
4. Develop user interface I C C R I
5. Integration testing I I I C R
6. User acceptance testing I I I I R/A

7. System deployment A I R C I
8. Conduct the user-training A R C I I
9. Database backup implementation I I R/A R I
10. Project closure R/A R C I I

R: Responsible

A: Accountable

C: Consulted

I: Informed

EVM

Plan Value (PV) = $5000

Actual Cost (AC) = $4000

Earned Value (EV) = $3000

Budget Act Completion (BAC) = $9000

Duration Act Completion (DAC) = 12 months

Cost Variance (CV) = EV – AC = 3000 – 4000 = -1000 < 0 -> Over budget

Schedule Variance (SV) = EV – PV = 3000 – 5000 = -2000 < 0 -> Behind the schedule

Cost Performance Index (CPI) = EV / AC = 3000 / 4000 = 0.75 < 1 -> Over budget

Schedule Performance Index (SPI) = EV / PV >= 3000/5000 = 0.6 < 1 -> Behind schedule

The current status of project is over budget and behind the status. My recommendation is that we
should negotiate with customer in order to increase budget and schedule.

Forecast:

Estimate Act Completion (EAC) = BAC / CPI = 9000/0.75 = 12000

Estimate Duration Act Completion = DAC / SPI = 12/0.6 = 20 months

Path 1: Start – A – B – C – F – I – End: 16 weeks

Path 2: Start – A – B – D – G – I – End: 19 weeks

Path 3: Start – A – B – D – H – End: 15 weeks

Path 4: Start – A – B – E – H – End: 17 weeks

Critical Path is the path 2, the minimum duration to complete this project is 19 weeks

If you want to shorten the project time to 3 weeks which means the new duration is 16 weeks, none
path can exceed this number. First of all, when calculate the activity to decrease the duration, you have
to consider firstly all the task in the critical path, but now 8 weeks are passed (we are in task B), so we
only have away to shorten the time in task D, G, I. The appropriate choice is left with task G because a
task with a duration of 7 weeks should be prioritized to shorten time. So that we will have a plan to
shorten a task G by 3 weeks to only 4 weeks.

But after the critical path have been reduced to 14 weeks, Path 4 still exceed the new duration 16 weeks.
Obviously, we have to reduce path 5 by 2 weeks. Task E should be prioritized to reduce 2 weeks as it has
longer duration.

The shortening method is as follow:

Cashing method:

Solution 1: Add people to join project to complete task G earlier than 3 weeks and task E for 2
weeks

Solution 2: Force team to work overtime for two above tasks

Solution 3: Reward team if they can complete two above tasks earlier.

Crashing will increase cost of project

QA/QC

Requirement Review (QA):

Purpose: Ensure prerequisites are clear, total and testable

When: During requirement gatherings

How: Through reviewing

Design Reviews (QA):

Purpose: Verify design meets requirements and standards

When: After design phase

How: Peer review, inspections

Test case developments (QA):

Purpose: Make test cases to cover all requirements

When: During testing planning

How: Base on requirements and design.

User Acceptance Testing (QC):

Purpose: Approve the system from the user’s perspective

When: Before deployment.

How: Include end-users in testing

Code Reviews (QC):

Purpose: Recognize surrenders and guarantee code quality/

When: During development

How: Statis analysis tools

Project Phases/Iterations and Deliverables

Phase 1: Initiation

Deliverable 1: Project Charter

Content: Record laying out the project’s destination, partners, scopes and imperatives

Deliverable 2: Initial Project Plan

Content: High-level plain detailing the project timeline, resources and milestones

Phase 2: Planning

Deliverable 1: Detailed Requirements Specification

Content: Documenting detail all functional and non-functional requirements

Deliverable 2: System Design Document

Content: Blueprint of the system architecture, database design and user interface design.

Phase 3: Execution

Deliverable 1: Develop System Modules

Content: Person components of the framework, counting the front-end, back-end and database.

Deliverable 2: Integrated System

Content: Completely coordinates framework with all modules working together.

Phase 4: Closure

Deliverable 1: User Training Materials

Content: Documentation and instructional exercises to assist clients explore and utilize the
framework.

Deliverable 2: Project Closure Report

Content: Final report summarizing the project, lesson-learned, and post-deployment support
plan.
Identify 3 stakeholders and communication plan
FPT Education

Power: High (financial and decision-making authority)

Interest: Medium (The success of teaching student process)

Strategy: Maintain open communication, regular updates, and address concerns promptly.

Development

Power: Medium (technical expertise and project execution)

Interest: Medium (Job satisfaction, career growth, and project success)

Strategy: Foster a positive work environment, clear communication and provide necessary resources and
support. Recognize and reward achievements

End-users

Power: Low (individual users have limited influence)

Interest: High (Satisfaction with the system’s usability)

Strategy: Involve them in UAT, gather feedback through surveys and interviews

Stakeholder Management Strategy

Regular Communication: Keep stakeholders informed through regular updates and meetings

Risk Management: Identify and mitigate potential risks

Change Management: Communicate changes effectively and minimize their impact

Conflict Resolution: Address conflicts promptly and fairly

Communication plan: (Matching with order number)

Stakeholder 1: FPT Education

Information:

1. Project status report

2. Financial Report

Purpose:

1. Update on project progress, milestones and risks

2. Provide Updates on project budget

Frequency:

1. Monthly
2. Monthly
 Method/Format:

1. Email, Project Management Tools

2. Financial Report

Responsible:

1. Project Manager
2. Project Manager

Review By:

1. Project Sponsor
2. Finance Manager

Stakeholder 2: Development Team

Information:

1. Daily meeting
2. Weekly Status Report

Purpose:

1. Discuss daily progress

2. Provide detail updates on team progress

Frequency:

1. Daily
2. Weekly

Method/Format:

1. In-person, virtual meeting

2. Email, Project Management Tools

Responsible:

1. Team Lead
2. Team Lead

Review By:

1. Project Manager
2. Project Manager

Stakeholder 3: End-users

Information:

1. User training material

2. User Surveys

Purpose:
 1. Provide instructions on how to use the system
2. Gather feedback

Frequency:

1. Before deployment
2. After deployment

Method/Format:

1. Online documentation, videos

2. Online surveys

Responsible:

1. Training team
2. Project Manager

Review By:

1. Project Manager
2. Project Sponsor

WBS Structure:

1. Project
1.1. Requirement
1.1.1. Gathering and documenting requirements from customers
1.1.2. Estimation scope, cost, time constraint
1.2. Designing
1.2.1. Architecture design
1.2.1.1. System architecture
1.2.1.2. Database architecture
1.2.2. Detail design
1.2.2.1. UI/UX Design
1.3. Development
1.3.1. Development functional requirement
1.3.1.1. Home screen
1.3.1.2. Customized screen
1.3.1.3. Order
1.3.1.4. Admin dashboard
1.4. Test
1.4.1. Unit testing
1.4.2. Integration testing
1.5. Transition
1.5.1. Deployment
1.5.2. User training and post-deploy support
Type of organization:

Considering the critical of timely delivery and the need for close coordination among team members, a
projectized organization structure could be more suitable. In a projectized structure, resources are
dedicated exclusively to the project, leading to a more focused approach and faster decision-making. This
would be beneficial for meeting the tight 12-month timeframe of the project

Reasons:
- Clear Project Focus: In a projectized structure, team members are sorely dedicated to the
project, ensuring undivided attention and focus on meeting project objectives
- Streamlined Communication: With a dedicated project team, communication flows more
smoothly, leading to quicker decision-making and problem solving.
- Faster Response to Changes: Projectized are more agile and can adapt quickly to changing
project requirements or external factors
- Accountability: Each team member have a clear roles and responsibilities with in project

Risks of project

- Risk: Wrong budget estimate and cost overruns

Possibility: Medium
Impact: High
Mitigation plan: Establish the scope before works, track by EVM
Contingency Plan: Cut down on the project scope

- Risk: The project schedule is too tight, hard to complete on time

Possibility: High
Impact: High
Mitigation Plan: Set the priority for each of activity
Contingency Plan: Negotiate with customer to reschedule

- Project Manager have poor skills

Possibility: Medium
Impact: Medium
Mitigation plan: Plan leadership training for manager
Contingency plan: Choose another one.